Upgrading phones should not steal time from resident care. Yet many care homes stall on telecoms because they fear disruption, complex wiring, and compatibility with alarms. The good news is that modern VoIP can be set up fast, configured remotely, and made safe for emergency calling with simple safeguards. With the UK’s landline switch to all-IP by January 2027, getting this right now protects continuity, compliance, and peace of mind.
Key takeaways
- A care-home-ready VoIP setup is plug-and-play with preconfigured devices, mobile apps, and number porting planned to avoid downtime. Power-cut resilience is handled with battery backup and mobile failover.
- Telecare and nurse-call can work with VoIP using the right gateways today, and by moving to recognised digital alarm standards over time.
- Regulations and timelines are clear, so you can plan with confidence: PSTN withdrawal completes by January 2027; providers must support access to 999 during power cuts for at-risk users.
Why the best VoIP for care homes seeking easy setup matters in 2025
The UK is retiring the old public switched telephone network. By January 2027, calls will run over IP across fibre networks. Homes that rely on analogue lines for phones, lifts or telecare need a plan to migrate without losing service.
Care staffing is tight and workloads are high, so any new system must work first time and reduce admin. England’s adult social care sector has around 1.8 million posts, with persistent recruitment challenges, which makes simple deployment and low training overheads essential.
How a care-home-ready VoIP setup works in practice
The fastest route is pre-staging. Handsets, cordless bases and apps are configured in advance, so your team unboxes, plugs into ethernet or Wi-Fi, and calls. Number porting is scheduled for a quiet window, and fallback rules are set so calls still reach mobiles if broadband drops. Ofcom and government guidance explain how providers should keep 999 access working during power cuts, typically with a router battery pack and mobile coverage options for at-risk users.
circle.cloud designs care home solutions with voicemail-to-email, smart call routing to family liaison lines, and quick-deploy cordless coverage for teams on the move. That aligns with what care homes need most: clear calls, fewer missed contacts, and simple control from a browser.
What to look for in an easy-setup care home deployment
| Requirement | What to look for | Why it speeds setup |
|---|---|---|
| Site survey and plan | Floorplan-based coverage for DECT or Wi-Fi handsets | Reduces blind spots and repeat visits |
| Pre-provisioned devices | Handsets, cordless bases, repeaters, apps preloaded | Plug in and go, minimal on-site config |
| Porting with safety nets | Staged porting, 24–48 hour call-forward rules to mobiles | Keeps lines reachable during cutover |
| 999 resilience | Router/ONT battery backup, mobile failover plan | Maintains emergency calling in power cuts |
| Telecare compatibility | Analogue alarm gateway now, digital protocols roadmap | Keeps alarms working and prepares for all-IP |
Getting specific: alarms, handsets, and compliance
Telecare first. Many homes use analogue social alarms. These can work over VoIP using an analogue terminal adapter and alarm-grade configuration. For the long term, move toward standards used by alarm receiving centres such as BS 8521-1 for analogue signalling and BS 8521-2 (often called NOW-IP) or SCAIP for digital signalling. This improves reliability and interoperability as lines go all-IP.
Handsets next. DECT cordless remains popular in care because it gives predictable roaming, long battery life, and simple operation. Pair it with a few preconfigured Wi-Fi or smartphone softphones for managers and on-call nurses, and you get the best of both worlds without overhauling your network.
Do not skip resilience. Ofcom’s rules require providers to ensure uninterrupted access to emergency services and to offer practical solutions during power cuts. Government guidance specifies at least an hour of backup for landline-only users, and providers often go further. A small UPS for the router plus mobile failover keeps critical lines open.
Data protection matters too. If you record calls for quality or safeguarding, you need a lawful basis under UK GDPR, clear notices, and secure retention. Consent is one option, but it is not the only one. Contract, vital interests, or legitimate interests may apply depending on the scenario. Always document your justification and train staff.
Common myths and practical fixes
“VoIP fails in a power cut.” Digital lines do need local power, but a router battery and mobile backup protect emergency calling. Homes should also keep a charged mobile for 999, which can roam to any available network.
“Wi-Fi handsets are enough everywhere.” Wi-Fi is useful, but DECT still offers predictable coverage on large floors and in older buildings. Combine both where it makes sense.
“Telecare will stop working.” Not if you plan. Keep today’s analogue alarms going through a gateway, then work with your alarm monitoring partner on BS 8521-2 or SCAIP migrations.
“Call recording always needs consent.” Not always. The ICO explains several lawful bases exist, but you must be transparent and proportionate, especially where health data may be discussed.
Future-proofing your communications
The national move to digital landlines is almost complete by January 2027, so investing in VoIP now avoids rushed changes later. You also gain features like browser-based management, call analytics, and quick scaling for new wings or respite beds.
Technology-enabled care is growing. More than two million people in the UK use connected TEC services, which raises the bar on alarm interoperability. Choosing VoIP that plans for BS 8521-2 and SCAIP keeps your home aligned with how alarm receiving centres already work.
EEAT: why you can trust this guidance
We specialise in business connectivity, telephony, DECT, VoIP, and care-sector deployments, and we follow the standards and regulations that govern emergency access and data protection in the UK. That includes Ofcom’s General Conditions on 999 access, government guidance on power-cut resilience, and the alarm standards used by ARC providers.
We bring those requirements into a practical rollout plan. That means pre-provisioned devices, clear migration steps, and a roadmap from analogue alarms to recognised digital protocols, so clinical safety and family contact are protected throughout.
FAQs
Will our pendant alarms work after we switch to VoIP?
Yes, with the right gateway and configuration today. Plan a move toward BS 8521-2 or SCAIP with your alarm monitoring partner for the long term. TSA
Do we need battery backup?
If residents rely on the landline and there is a power cut, providers must offer a backup solution that enables calls to 999 for at least an hour. Many also advise keeping a charged mobile on site.
Are DECT handsets better than Wi-Fi phones?
Often, yes for roaming reliability and battery life across large floors. Use a mix if your team needs smartphone features too.
Can we keep our existing numbers?
Yes, number porting is standard. Good practice is to stage the port and keep temporary forwarding to mobiles during the cutover to prevent missed calls.
Is call recording allowed in a care home?
Yes, if you have a lawful basis, inform callers, and secure recordings. The ICO sets out the options and duties.
Conclusion
Easy setup is not a nice-to-have. It is the safest way to modernise phones in a busy care environment. A pre-staged VoIP rollout with DECT coverage, planned number porting, battery backup, and a telecare standards roadmap gives you continuity today and compliance for tomorrow’s all-IP world. If you want fewer missed calls, clearer handovers, and a system your team can manage in minutes, now is the time to act.
Reach out to us
What would make your switch painless: faster install, better cordless coverage, or family-friendly call routing? See how we help care homes and get in touch via our care homes page at https://circle.cloud/care-homes-phone-system/ then tell us what you need and when you plan to migrate.